How Clearwell handles email participants

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Article ID: 100038514

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Description

Description

This topic contains information on how eDiscovery processes participant information from email addresses that it encounters in original and derived messages.

What is participant resolution?
Participant resolution is the process to determine whether an email address/display name combination actually refers to a participant that is already created or whether a new participant should be created.
 
How is participant resolution performed (simplified version)?
For the most part, we will resolve participants that have the same email address except for derived messages.
 
When trying to resolve participants in derived emails (also known as contained participants), we will try to parse the email address to identify display names and email addresses. If we only have a display name, then if we detect that same display in the original email, we will resolve to that participant. If we don't detect the same display name in the original then we will attempt to resolve using the same heuristics to other internal participants.
  1. Participant resolution for both original and derived emails is useful for deduplication, threading and search.
  2. Participants with same display name but different exchange style email addresses or SMTP addresses for internal domains (using some heuristics) will be resolved together. In some cases, we might therefore resolve different people who have the same name as the same participant.
  3. We are investigating changes in participant resolution.
When is the internal_domain address created?
An SMTP address internal address is created for all internal participants. Internal Participants are created in following cases:
  1. For each participant discovered during AD crawl, an internal domain address is created using the email id part (part before the @ sign) of each SMTP address for that participant and "internal_domain" as domain.
    a. It is created as a secondary email address. Because it is secondary, it is not visible at any of the places listed below.
     
  2. Indexer creates an internal participant for each new Exchange-style address found while processing participants of an email. It uses the Display name associated with the Ex-style address and attempts to construct an email address of the form .…@internal_domain where is the Nth word of the display name. Two consecutive “dot’s are avoided.
    a.The address is created as a primary email address. Because it is primary, it is visible at the places listed below.
     
  3. Indexer creates an internal participant for each new SMTP address where domain matches one of internal domains defined for the case. The created address is of the form @internal_domain where "email id" is the part before the @ sign in the original SMTP address.
    a. The address is created as a primary email address. Because it is primary, it is visible at the places listed below.
     
  4. Indexer creates an internal participant for each unresolved Display name in sender or recipient headers of a derived email. It is created as follows:
    a. If the "email id" or domain of the participant could not be determined, which is typically true when just display name is available, the created address has the form .…@internal_domain where is the Nth word of the display name. Two consecutive dot’s are avoided. This is the most common case.
    b. When domain cannot be determined but "email Id" can be determined, the created address has the form @internal_domain
    c. The address created in either case is a primary email address. Because it is primary, it is visible at the places listed below.

Issue/Introduction

How Clearwell handles email participants
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